Privacy Policy

Privacy statement

This privacy statement covers the Transport Service Solutions Limited website and how TSS manages data throughout its operations.

TSS is committed to protecting the personal information we hold of people who use our services.

We comply with all laws concerning the protection of personal information, including the General Data Protection Regulation (GDPR). We have security measures in place to reduce the risk of theft, loss, destruction, misuse or inappropriate disclosure of personal information. All our systems have unique login details and access is only given to the staff who need it.

This statement of privacy applies to TSS’s use of any personal information we collect or create about you. This includes information:

we collect from visitors to our website and users of our web applications

given to us by phone, social media, such as Facebook and Twitter, email, in letters, in forms and other correspondence

given in person

When you use this website you are agreeing to this statement and any additional statements on individual pages within the sites.

Data Protection

As a registered Data Controller, we will process your personal data and information in accordance with the Data Protection Act. As the data controller, we must:

only use your data to provide services and do what the law says we must

keep your records safe and accurate

only keep your data as long as we have to

collect, store and use your data in a way that does not break any data protection laws.

Your personal data

When you fill in a form, register online, contact us, apply for a service or interact with us in any other way, we will collect the following types of information depending on the service that you have accessed.

Information about you, this could include your name, address, picture or date of birth.

National identifiers such as NHS number, National Insurance number etc.

Information about your family.

Details about your lifestyle and social circumstances.

Financial details.

Employment and education details.

Details about your housing needs.

The IP address that you accessed any of our online services from.

Some of our services might also require us to collect sensitive information about you called special category data.

Special category data is defined as:

physical or mental health details

racial or ethnic origin

trade union membership

political affiliation

political opinions

religious or other beliefs of a similar nature

biometric or genetic data

Details on how our services use your personal information is available on the privacy notices section on this website.

Our Services

We collect your personal information to enable us to provide a range of local government services to you. Some of these services include:

maintaining our own accounts and records

supporting and managing our employees

promoting the services we provide

administration of non-commercial activities including transport of children from home to educational establishments and transport for the public

administration of commercial transport provision

administration and financial service for concessionary fares reimbursement

internal financial support and corporate functions

carrying out surveys and research

crime prevention and the prosecution offenders

managing archived records for historical and research reasons

data matching under local and national fraud initiatives

When you access a service we will either rely on your consent, rely on legislation or the public task function under the General Data Protection Regulation, have a contract with you or need to provide a service to you in order to protect your life.

Consent

We will ask you for your permission to process your personal information if it is not covered by a public task or legal duty. This might be when we want to use your information in a way which is unexpected or different to the original purpose where there is no legal basis. If we rely on your consent to process your personal information, you have the right to withdraw that consent at any time. If you wish to withdraw your consent, please contact the service that asked for your consent in the first instance.

We will need the parental consent of children under the age of 13 if we offer services directly to children over the internet. We will make reasonable efforts to verify age and parental responsibility.

Legislation

In many cases we will be providing services to you that are covered by legislation; this means that we may be able to process your data without your consent or permission. This is called the public task function under Data Protection Legislation.

Public Task

When we rely on the public task function, we will make it clear why we need to collect your personal information, will explain what we intend to do with it and will notify you of your individual rights.

Service providers and other organisations

We don’t make your personal details available to other companies for marketing purposes, but we may share some of your details with partner organisations that we use to help deliver services to you. These providers are under contract with Transport Service Solutions Limited and have to keep your details safe and secure in order to provide a service to you.

We may also share information about you with organisations such as the Police and the Department for Work and Pensions where we are required to by law.

The Company may share data with other organisations to achieve a purpose that benefits the local community, for example, to reduce anti-social behaviour.

Data Protection Officer

The Company’s Data Protection Officer is Melanie Henniker and she can be contacted by email or post.

Right of access

You can make a request to see the information we hold about you by submitting a subject access request. You must make your request in writing, you can send us a letter, an e-mail or apply online. Someone else can make a request on your behalf only if we have your permission in writing.

To help us find the information we hold we will need:

Your full name and date of birth

Your address and previous addresses, if they are relevant

Details of any services within the Company with whom you have had dealings.

If you can provide us with details of any reference numbers or names of staff that you have had contact with this will help us find all the information we have

We will not release any information until we have confirmed your identity.

Documents to prove identity and address

You must provide two forms of identification to confirm the identity of the data subject, one which confirms their identity and one which confirms their current address. Please provide one document from each list below. Photocopies are acceptable.

If you are a representative applying on behalf of the data subject, you must provide two forms of identification which confirm your identity and current address.

Acceptable proof of identity:

Current passport

Birth certificate

Unexpired photo card driving licence (full or provisional)

Acceptable proof current address:

Utility bill dated within the last three months

Council Tax bill for current year

Unexpired old style paper driving licence

Bank statement dated within the last three months

Benefits agency/state pension correspondence (on letterhead) dated within the last three months

Right to rectification

If your details change, or you believe we are processing inaccurate information about you, you can ask us to change it. Factual inaccuracies will be amended promptly but there may be instances where we are unable to change a record, such as where there is a difference of opinion on a comment made during a meeting. However, in such cases a note will be placed on record to make sure your views are recorded. If you wish to amend inaccurate information, please contact the relevant service in the first instance.

Right to restrict processing

You have the right to restrict the processing of your personal data if you are in dispute with us over its accuracy while it is being verified. You can also restrict our use of your personal information if the processing is unlawful. If we no longer need your personal information for the purpose it was held, you can ask us to keep records if they are required to establish, exercise or defend legal claims. If you wish to restrict the processing of your information, please contact the relevant service in the first instance.

Right to object

You can object to specific types of data processing, including direct marketing and automated decision making. When we intend to process your personal data for such purposes, you will be given the opportunity to object when we contact you about it.

Right to data portability

You have the right to receive personal information, which you have provided to us by electronic means, in a reusable format. This means that where you have submitted information to us online or through an automated process, you can have a copy of that information returned to you in an electronic format to enable you to transfer the information to another organisation.

Right to erasure (right to be forgotten)

If you withdraw consent or there is no lawful basis to process your personal information, you can request that any data we hold on you is erased. If there is no lawful basis for us to process your personal information we will take reasonable steps to delete it as soon as possible.

How long we keep your personal information

We keep personal information in line with its retention schedule which is based on retention guidelines for local authorities. You can see details of our retention guidelines on our information asset register.

Cookies

A cookie is a text file that is placed on your hard disk by a website via your web browser. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you. Details of our cookie usage policy, including how to disable them is available on the Cheshire East Council website.

Apps and Devices

When you download or use our apps on your mobile device, information may be accessed from or stored to your device. Most often this is used in a similar way to a web browser cookie, such as by enabling the app to ‘remember’ you or provide you with the content you have requested.

Your web browser or device may also provide us with information about your device, such as a device identifier or IP address. Device identifiers may be collected automatically, such as the device ID, IP address, MAC address, IMEI number and app ID (a unique identifier relating to the particular copy of the app you are running).

If you have any concerns about the information which might be accessed from or stored on your device by us, you may wish to only access our content through a web browser and review your web browser settings.

Changes to this privacy notice

We keep our privacy notice under regular review and we will place any updates on our webpage.

Last updated: May 2018

Transport Service Solutions is a company owned and controlled by Cheshire East Borough Council.